REQUEST FOR PROPOSAL
THE AMERICAN BELL ASSOCIATION®
ANNUAL CONVENTION

2020 – Eastern District
2021 – Western District

 
 
 

 

Inquiries & Submissions

Please direct all inquiries to the Convention Hotel Coordinator at conventions@americanbell.org. Please limit initial email proposals to a four-page attachment, text only with no images. Correspondence via U.S.P.S. delivery should be addressed to Hotel Coordinator, American Bell Association, 3115 Chapel Hill Road, Columbia MO 65203.

General Requirements

  • Cities with major airports; hotel shuttle; hotels with free parking and free WiFi; rooms preferred with coffee maker, microwave, and small refrigerator.
  • Preferred dates between June 15 and July 15 (no July 4)
  • Pattern: Meetings on Tue-Fri or Wed-Sat (with 1 day of pre-convention tours)

Requirement Detail

Room Block

  • Mixture of standard 1-King and 2-Queen rooms, including handicapped rooms; breakfast included; a few premium rooms and/or suites if available.
  • Pre-convention (Sat-Sun-Mon) 5, 40, 50 \
  • Meetings (Tue-Wed-Thu-Fri) 60, 60, 60, 55 > 335
  • Post-convention (Sat) 5 /
  • Pre-convention (Thu-Fri-Sat) and Post-convention (Sat-Sun-Mon) - Additional rooms at convention rate, if available these nights.

- - or - -

  • Pre-convention (Sun-Mon-Tue) 5, 40, 50 \
  • Meetings (Wed-Thu-Fri-Sat) 60, 60, 60, 55 > 335
  • Post-convention (Sun) 5 /
  • Pre-convention (Fri-Sat-Sun) and Post-convention (Sun-Mon-Tue) - Additional rooms at convention rate, if available these nights.

Meals

  • (Breakfast included in room rate)
  • Two lunches, one dinner, one upgraded banquet dinner
  • Cash sandwiches/drinks lunch concession on Day 3

ROOMS ON 24-HOUR HOLD FOR ENTIRE EVENT

Tentative Schedule (based on 2017 & 2018)

Day before event

  • Registration – (4) 6’x30″ skirted tables and (8) chairs OR Event Registration Desk
  • Storage (coat room type)
  • Bell Room – (2,500 sq ft) Set up 6 pm – 11 pm
    • (20) 6’x30″ skirted tables
    • 50 chairs
  • BEHOLD (900 sq ft) Set up 6 pm – 11 pm
    • (8) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (16) chairs
  • (Bell Room & BEHOLD could be same large room)
  • Executive Board 7 pm – 9 pm
    • 12 persons conference style

Day 1

  • Bell Room – (2,500 sq ft) 8 am – 11 pm
    • (20) 6’x30″ skirted tables
    • 50 chairs
  • BEHOLD (900 sq ft) 8 am – 11 pm
    • (8) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (16) chairs
  • Executive Board 8 am – 12 pm
    • 12 persons conference style
  • General Session - Welcome Reception 6 pm – 9 pm
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone
    • Large screen
    • Water service
  • Various meetings in 2 Boardrooms, each set for 12 persons conference style

Day 2

  • General Session – Opening Session & Programs 8 am – 4 pm (same room & set as Welcome Reception on Day 1)
    • Theatre style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone
    • Large screen
    • Floor microphone
    • Water service
  • Luncheon (~12pm) & Dinner (~6pm) (separate room or space from General Sessions)
    • Rounds of 8 or 10 for 120
    • Lighted floor podium & microphone
  • Bell Room – (2,500 sq ft) 8 am – 11 pm
    • (20) 6’x30″ skirted tables
    • 50 chairs
  • BEHOLD (900 sq ft) 8 am – 11 pm
    • (8) 6’x30″ skirted tables
    • (2) 6′ round tables
    • (16) chairs
  • Auction Preparation 4 pm – 11 pm (same room & set as Welcome Reception on Day 1, plus additional requirements*)
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone
    • Large screen
    • Water service
    • *(20) 6’x30″ tables (no skirts)
    • *(8) chairs
    • *(1) tall barstool/chair on head table behind podium
  • Various meetings in 2 Boardrooms, each set for 12 persons conference style

Day 3

  • Auction 8 am – 3 pm (same room & set as Welcome Reception on Day 1 plus additional requirements*)
    • Theatre Style 140 persons
    • Skirted head table (on risers for 8-10) with lighted podium & microphone
    • Large screen
    • Water service
    • *(20) 6’x30″ tables (no skirts)
    • *(8) chairs
    • *(1) tall barstool/chair on head table behind podium
  • Cash sandwiches/drinks concession 11 am – 1 pm (foyer or space near auction)
    • Cocktail rounds with chairs
  • Bell Room – (2,500 sq ft) 3 pm – 6 pm  (Tear down 5 pm - 6 pm or Day 4 at 8 am - 9 am)
  • BEHOLD (900 sq ft) 3 pm – 6 pm         (Tear down 5 pm - 6 pm or Day 4 at 8 am - 9 am)
  • No meetings today in the 2 Boardrooms

Day 4

  • Bell Room & BEHOLD – Tear down 8 am – 9 am
  • General Session – Business Meeting & Programs 8 am – 4 pm (same room & set as Welcome Reception on Day 1)
    • Theatre Style 140 persons
    • Head table (on risers for 8-10) with lighted podium & microphone
    • Large screen
    • Lighted floor podium & microphone
    • Water service
  • Luncheon (~12pm)
    • Rounds of 8 or 10 for 120
    • Lighted floor podium & microphone
  • Cocktail reception 5:45 – 7:30 pm Ballroom Foyer
    • 1 or 2 cash bar(s)
    • cocktail rounds w/ chairs
  • Banquet 7 pm – 11 pm (Use entire space from General Sessions & Meals)
    • Rounds of 8, if possible, for 120
    • Enlarge and re-center head table on risers with lighted podium & microphone, set for 20 – 24 (could be two-tiered – floor & one set of risers)
  • Various meetings in 2 Boardrooms, each set for 12 persons conference style, last meeting at 4 pm – 5 pm